Keep the right staff records

Set up a staff records system

A good staff records system is:

• simple to use
• designed so that it's easy to retrieve relevant information
• accurate, reliable and consistent
• secure and confidential
• expandable and adaptable to meet future needs
• cost effective and easy to maintain

Some businesses find manual records inefficient as the business grows because keeping records up to date and accurate can become difficult. A centrally administered computerised system avoids these problems and makes information easier to retrieve. However, such systems require upfront costs and extra training.

In the event of a tribunal claim against you, it's most convenient to have original documents as evidence. Computerised records of them may be used but may need supporting evidence. If you keep only electronic records, it's easier if the electronic forms resemble the original.

It's worthwhile designing standard documents for each procedure, eg for staff appraisals or holiday requests etc. Easy-to-read, logical documents will be easier to use and retrieve. Involve staff who use the records in designing them, and train them to know what to keep, where, and in what form.

Your record keeping system must comply with the Data Protection Act 1998. In particular, you must ensure that your use of personal data complies with the eight data protection principles. These require, for example, that you:

• ensure there is a clear and foreseeable need for all information collected
• train staff to ensure they follow the Act when processing sensitive information, eg data on an employee's political or religious beliefs
• use personal information in a secure confidential way, eg don’t give information to third parties unless you are sure that they are entitled to that information
• give individuals a right of access to personal information about them

Download a factsheet on the Data Protection Act from the Information Commissioner website (PDF).

You have a duty to keep personal records secure by taking appropriate technical and organisational measures. Recommended measures include:

• making sure your filing system is locked and electronic records are protected by passwords, anti-virus software and firewalls
• making sure only those employees who need to use the data have access to it
• putting an audit trail into computerised systems so you can check who has accessed a particular record

Subjects covered in this guide

• Introduction
• Benefits of keeping the right staff records
• Set up a staff records system
• How long to keep staff records
• Staff records: your duties to protect data
• Staff records: your employees' rights

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